Too much detail?See these quick guides

Overview

An employer may request a criminal records check processed through the Disclosure and Barring Service (DBS) as part of its recruitment process.

For certain roles the check will also include information held on the DBS children and adults’ barred lists, together with any information held by police forces that is reasonably considered to be relevant to the applied for post.

These checks are to assist employers in making safer recruitment and licensing decisions. However a check is just one part of robust recruitment practice. When a check has been processed by the DBS and completed the applicant will receive a DBS certificate (DBS check).

The DBS can’t access criminal records held overseas. A DBS check may not provide a complete view of an applicant’s criminal record if they have lived outside the UK.

Employers should make sure they have access to all the information available to them to make a safer recruitment decision. You can read about how to get a criminal record check for overseas applicants, or those who have previously lived outside the UK, on the Home Office website.

Eligibility to ask ‘an exempted question’

For DBS checking an exempted question is a valid request for a person to reveal their full criminal history. This excludes protected cautions and convictions that will be filtered from a criminal record check.

Access to the DBS checking service is only available to registered employers who are entitled by law to ask an individual to reveal their full criminal history (other than protected cautions and convictions), including spent convictions - also known as asking ‘an exempted question’.

An exempted question applies when the individual will be working in specific occupations, for certain licenses and specified positions. These are covered by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975.

The minimum age at which someone can be asked to apply for a criminal record check is 16 years old.

The code of practice

The code of practice is issued under section 122(2) of the Police Act 1997.

Organisations using the DBS checking service must comply with the code of practice. The code is there to ensure organisations are aware of their obligations that the information released will be used fairly.

The code also ensures that sensitive personal information, disclosed by the DBS is handled and stored appropriately and is kept for only as long as necessary.

Storing information

The correct storage of information from a DBS certificate is important. The code of practice requires that the information revealed is considered only for the purpose for which it was obtained (It should be destroyed after a suitable period has passed - usually not more than 6 months.)

Organisations must use information revealed on DBS certificate fairly. More information on the handling and storage of DBS certificate information is available. They must also satisfy the DBS that they are complying with the code of practice. This means cooperating with requests from the DBS to carry out assurance checks, as well as reporting any suspected malpractice in relation to the code or misuse of DBS certificates.

We can refuse to issue a DBS certificate if we believe that the code of practice is not being followed.

Applicants’ rights

Usually a job applicant has no legal obligation to reveal spent convictions. If an applicant has a conviction that has become spent, the employer must treat the applicant as if the conviction has not happened. A refusal to employ a rehabilitated person on the grounds of a spent conviction is unlawful under the Rehabilitation of Offenders Act (ROA)1974.

Certain areas of employment that are exempt under the ROA 1974 (Exceptions) Order 1975, for which employers may ask about spent convictions. This is known as asking an exempted question. When answering, the applicant would have a legal obligation to reveal spent convictions.

The code of practice states that information on a DBS certificate should only be used in the context of a policy on the recruitment of ex-offenders. This is designed to protect applicants from unfair discrimination on the basis of non-relevant past convictions. We have created a specimen policy on the recruitment of ex-offenders to help guide organisations.

The minimum age at which someone can be asked to apply for a criminal record check is 16 years old.

Changing your registration details

All registered bodies must keep DBS informed about any changes to their registration details.

This includes the following:

your organisation no longer wishes to be registered with the DBS

your organisation wishes to become, or cease to be, an umbrella body

your lead countersignatory is leaving (or has already left) and needs to be replaced by another person

a countersignatory(ies) is leaving or no longer performs this role

your organisation changes its name and/or address

a countersignatory changes their name, signature and/or address

the lead countersignatory changes their name, signature and/or address

Failure to keep your registration up to date may result in delays to the service that we provide.

You should inform the DBS in writing, on company letter-headed paper, and provide the following information:

registered body number

your (lead) countersignatory number and signature

details of the change(s) - such as the previous and new name/address of the registered body, the effective date of the change, and the name and registration number(s) of the countersignatories affected

If the lead signatory or a countersignatory is not available, a letter from a director or equivalent can be accepted.

Send your letter to:

DBS Customer Services
PO Box 3961
Royal Wootton Bassett
SN4 4HF

Countersignatories

Countersignatories have an important role in the DBS checking process.

Failure to validate an applicant’s identity

If the applicant’s identity has not been validated by the 3-route process, the countersignatory should mark the ‘no’ box at question w59 on the application form and return the form to the DBS. You may be asked to review this decision by the DBS before the application can proceed, which may delay the overall process.

Applicants who cannot provide the necessary documents will be asked to go for fingerprinting at their local police station. This is likely to cause delay to the overall application process.

Dealing with discrepancies on the application form

If there are any discrepancies between the information on the form and the identity documents supplied, and fraud is not suspected, you should seek clarification from the applicant.

Do not attempt to amend the application form without the applicant’s knowledge and agreement, as it will invalidate the declaration by the applicant in section e of the form and may breach data protection legislation.

Types of DBS checks

Standard check - £26

The standard check is available for duties, positions and licences included in the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975, for example, court officers, employment within a prison, and Security Industry Authority (SIA) licences.

A standard level certificate contains details of all spent and unspent convictions, cautions, reprimands and final warnings from the Police National Computer (PNC) which have not been filtered in line with legislation.

Enhanced check - £44

The enhanced check is available for specific duties, positions and licences included in both the Rehabilitation of Offenders Act 1974 (Exceptions Order 1975) and the Police Act 1997 (Criminal Records) regulations, for example, regularly caring for, training, supervising or being solely in charge of children, specified activities with adults in receipt of health care or social care services and applicants for gaming and lottery licences.

An enhanced level certificate contains the same PNC information as the standard level certificate but also includes a check of information held by police forces.

Enhanced with a barred list check - £44

The enhanced check with barred list check(s) is only available for those individuals who are carrying out regulated activity and a small number of positions listed in Police Act 1997 (Criminal Records) regulations, for example, prospective adoptive parents and taxi and Private Hire Vehicle (PHV) licences.

An enhanced level certificate with barred list check(s) contains the same PNC information and check of information held by police forces as an enhanced level check but in addition will check against the children’s and/or adult’s barred lists.

If your application includes a request to check the barred list(s) the DBS has a statutory duty to consider any information that suggests you may pose a risk of harm. We will write to you if you are affected.

DBS adult first check - £6

DBS adult first is a service available to organisations who can request a check of the DBS adults’ barred list. Depending on the result, a person can be permitted to start work, under supervision, with vulnerable adults before a DBS certificate has been obtained.

the position must be eligible for access to the DBS adults’ barred list

the organisation must have requested a check of the DBS adults’ barred list on the DBS application form

The DBS reply to an DBS adult first check request will contain one of the following responses and will clearly state that it only forms the first part of the criminal record check application process and that further information will follow:

option 1: ‘registered body must wait for the DBS certificate’

option 2: ‘no match exists for this person on the current adults’ barred list’

If the DBS adult first check indicates that the registered body must wait for the DBS certificate, the details provided may have indicated a match on the DBS adults’ barred list. However, further investigation is required to confirm this and you should await the certificate. Alternatively the check will state that no match exists for the individual on the adults’ barred list.

How to apply for a DBS check

As an employer or registered body, you provide the candidate with a DBS application form to complete and return to you.

Regsitered bodies can order new forms through online tracking or by calling us on 03000 200 190.

You must make sure the application form is fully completed and the information is accurate. You also need to confirm the applicant’s identity and verify evidence of their name, date of birth and current address

Continuation sheets

Where possible, countersignatories should only record the information required in the relevant boxes provided on the application form. Where this is not possible, countersignatories should submit a DBS continuation sheet together with the application form.

Where to send the completed form

Once you have signed and dated the application form, you should send the application to:

DBS applications
PO Box 3961
Royal Wootton Bassett
SN4 4HF

Avoiding common mistakes on the DBS application form

This list outlines the most common errors made on the DBS application form and what you should do to avoid them.

the application is submitted for a volunteer and a cross (X) is placed in the ‘yes’ box, but a payment is also received

Section a12: Other forename(s)

The form will be rejected if:

this field is left blank or is illegible when the surname (sections a5) and/or dates from and to (section a7) contain information

this field contains information and the surname (section a5) and dates from and to (section a7) are blank

To clarify - for each name you provide, you must ensure that the forename and surname fields are both completed.

Section e57: Date of signature

The form will be rejected if:

this field is left blank or illegible

a future date has been provided.

Section y70: Countersignatory number

The form will be rejected if:

this field is left blank or is illegible (without attached explanation)

if any digits are missing from the countersignatory number

the first 6 digits of the countersignatory number do not match up with registered body number (section y69)

Section a26: Nationality

If question a24 - Do you hold a current passport? - is completed ?Yes?, then a25-27 are mandatory and need to be completed. If not, the form will be rejected.

If a24 is completed ?No?, then a25-27 should be left blank. If either a25 or a26 are completed, the form will be rejected.

Section a7: Dates from and to

The form will be rejected if:

this field contains date information and a5 or a6 is blank

date format used is invalid

this field is left blank or illegible when the forename and surname sections (a5/a6) contain information and no explanation has been attached.

Volunteer applications

The DBS definition of a volunteer is defined in the Police Act 1997 (criminal records) Regulations 2002 as:

“Any person engaged in an activity which involves spending time, unpaid (except for travel and other approved out-of-pocket expenses), doing something which aims to benefit some third party and not a close relative.”

To qualify for a free-of-charge criminal record check, the applicant must not benefit directly from the position the DBS application is being submitted for. The applicant must not:

benefit directly from the position for which the DBS application is being submitted

receive any payment (except for travel and other approved out-of-pocket expenses)

be on a work placement

be on a course that requires them to do this job role

be in a trainee position that will lead to a full time role/qualification

It states on the DBS application form ‘By placing a cross in the yes box (at section 68) you confirm that the post meets the DBS definition for a free-of-charge volunteer application. Please note that DBS may recover the application fee if box 68 is marked in error and this could result in the cancellation of your DBS registration’.

Please read through the examples in the table below showing common volunteer errors.

Examples of eligible and ineligible volunteer roles

Position applied for

DBS volunteer status

Reasoning

Parent helpers in schools

Eligible

This activity is entirely voluntary, is unpaid and is primarily aimed at providing a service to a third party

Scout/Guide

Eligible

This activity is entirely voluntary, is unpaid and is primarily aimed at providing a service to a third party

Adoptive parents and other household members over 18 years old

Eligible

This activity is entirely voluntary, is unpaid and is primarily aimed at providing a service to a third party

Foster carers and members of the same household over 18 years old

Ineligible

This activity is entirely voluntary but foster carers usually receive payments for these activities therefore it is deemed that neither foster carers nor other members of the household are entitled to free checks

Individuals working abroad on volunteering projects

Ineligible

This activity is entirely voluntary and is primarily aimed at providing a service to a third party, but these persons usually receive payment of a local salary, and lump sum payments, above and beyond what could be described as “travel and other approved out-of-pocket expenses”.

Medical/teaching/social work student on work placement, as part of training

Ineligible

This activity is a mandatory course requirement, is usually paid and is primarily undertaken to benefit the student

Stage 2 - Police National Computer (PNC) searched

Key data from the application form is compared against barred lists to search for any matches.

Stage 4 - Records held by the police searched

Enhanced checks are sent by secure, electronic means to the police for an additional check of records before the information is sent back to the DBS. Your details may be same as, or similar to details held at any police force across the country. To make sure potential matches are not missed, those police forces will check the details against their information.

Stage 5 - DBS certificate printed

All the information to be disclosed is printed under highly secure procedures and posted to the applicant. The applicant will then need to show their DBS certificate to the employer who requested the criminal record check.

Processing times for DBS checks

Each application is different and the completion time can vary with some checks taking longer, especially if they are at an enhanced level and are referred to the police for checks against non-conviction data.

Update service

Individuals can now join the update service putting them in greater control of their information; allowing them to reuse their DBS certificates when applying for similar jobs.

This will reduce bureaucracy and save them time and money. If an individual joins the update service their employer can go online, with their consent, and carry out a free, instant check to find out if the information released on the DBS certificate is current and up-to-date.

To enable individuals to reuse their DBS certificates in the update service, Registered Bodies must now include the relevant Workforce in line 1 and the Position Applied For in line 2 of field x61 on the application form.

Filtering

We remove certain specified old and minor offences from criminal record certificates issued from 29 May 2013. Changes to legislation were introduced to allow us to do this.

For more information about the filtering process please see our guidance documents.

Overseas applicants

Checking via the DBS

DBS cannot access criminal records held overseas, but it is possible to submit an application while the applicant is overseas.

In a small number of cases, overseas criminal records are held on the Police National Computer and these would be revealed as part of a criminal record check. You must still verify the identity of an overseas applicant.

As the DBS cannot access criminal records held overseas, a criminal record check may not provide a complete picture of an individual’s criminal record.

You can also contact the FCO Response Centre Helpline on 020 7008 1500.

If the foreign check needs translating, the embassy of the country concerned may be able to help.

The DBS is not involved in the processing of applications made by individuals to overseas authorities and will not be responsible for the contents or the length of time taken for information to be returned.

Certificates of good conduct

You should try to obtain a certificate of good conduct and any other references from potential overseas employees. The standard of foreign police checks varies. To find out the standard, you should contact either the authorities in a particular country, or their embassy.

Either you or the employee should obtain a certified translation of the certificate of good conduct. The DBS does not offer a translation service.

Checking an applicant’s right to work in the UK

The DBS does not check whether an applicant is permitted to work in the UK. The employer is responsible for ensuring employees have the right to work within the UK.

The Centre for the Protection of National Infrastructure

The Centre for the Protection of National Infrastructure (CPNI) provides protective security advice. This is for companies and organisations that deliver the UK’s essential services.

Duration of criminal record check validity

There is no official expiry date for a criminal record check issued by DBS.

Any information revealed on a DBS certificate will be accurate at the time the certificate was issued. You should check the date of issue on the certificate to decide whether to request a newer one. In certain employment sectors a new criminal record check may be required periodically.

You may also be required by law to carry out a fresh check of the DBS children’s and/or adults’ barring lists in accordance with sector-specific guidance.

You can keep a DBS certificate for no longer than 6 months, to allow for consideration and resolution of any disputes or complaints after a recruitment or suitability decision is made. If it is considered necessary to keep the certificate information for longer, you should consult the DBS.

Accepting a previously issued DBS check

It’s the employers decision to decide whether to accept a previously-issued DBS check.

If the applicant hasn’t joined the update service, you should consider the following before making a decision:

the applicant’s criminal record or other relevant information may have changed since its issue

the level of that check may not be right for the position you’re recruiting for

you’ll need to check that the original application position and workforce are correct for the role you’re recruiting for (any original certificate issued from June 2013 will show the workforce ‘child’ or ‘adult’, ‘child and adult’ or ‘other’)

the police disclose information on an enhanced DBS certificate based on child or adult workforce, for which the criminal record check was originally applied for

the police disclose information on an enhanced DBS certificate which was submitted for ‘other’ workforce, in relation to the position for which the criminal record check was originally applied for

the information revealed was based on the identity of the applicant, which was validated by another registered body

that the identity details on the certificate match those of the applicant

Security features of a DBS certificate

A DBS certificate contains a number of security features which can be used to verify whether it has been counterfeited or altered in any way:

a ‘crown seal’ watermark repeated down the right hand side of the certificate, which is visible both on the surface and when holding the certificate up to a light source

a background design with the word ‘Disclosure’, which appears in a wave-like pattern across both sides of the document - the colour of this pattern is uniform across the front of the certificate but alternates between pink and green on the reverse side

ink and paper that will change colour in the presence of water or solvent-based liquid

The security features for a CRB certificate, issued before 1 December 2012, are the same as those for the DBS certificate.

If you are unsure whether a DBS certificate is genuine, or if you think that it may have been altered you should contact DBS.

DBS notifications sent to the registered body via the e-bulk service, which revealed no information, may be transcribed by the organisation in a letter format and will not be printed on DBS secure certificate paper.

Withdrawing applications

An application for a DBS check can be withdrawn, but the application fee is non-refundable.

Any future need for a DBS check will have to be submitted as a new application and a new fee payment will need to be made.

Registered bodies (RB) should ask for a DBS application to be withdrawn when the applicant is no longer being considered for the position or no longer in the post. This is because you no longer have a right to see the outcome of the DBS checking process.

The roles in the eligibility guide reflect how they are written in legislation, not from job descriptions in contracts. You will need to understand whether or not the duties of the person named in the application meet the legislative criteria for the level of check you have submitted.

If you want to withdraw an application you should send the request on letterhead paper to: